Hey there,

You know that file you need right now? You can't find it.

It's somewhere in your drive. Probably buried three folders deep in a folder you named six months ago and forgot about. Or maybe it's sitting on your desktop with 52 other files you meant to organize "later." Either way, you're about to waste the next 15 minutes clicking through folders while your family waits for you to get home. Again.

I lived this nightmare for years until I realized the problem wasn't the volume of files, it was not having a system that made every file immediately findable.

Here's what we're covering today:

Let's fix this mess once and for all.

To stop wasting time searching for documents and actually find what you need in seconds, you need a dead-simple filing system.

Here's exactly how to set it up:

Action: Set up three top-level folders numbered so they stay in order.

Create these folders in your Google Drive (or whatever you use):

^{*Why the numbers? Your drive automatically sorts alphabetically. The numbers force the right order every time you open it.}

Action: Inside 1-Projects, create nested folders for every active initiative.

Here's how:

First, make a list of everything you're actively working on right now. Both work and personal. Think:

Second, create a nested folder inside 1-Projects for each one. Name them clearly:

The rule: If you're actively working on it with a deadline or goal, it gets a folder here. If not, it doesn't belong in Projects.

Action: Inside 2-Reference, create high-level life category folders.

These are NOT projects. They're areas of your life that generate documents you need to keep but aren't actively working on.

Here are some examples:

^{*Have physical papers/files? Use the Google Drive Mobile app to easily scan them in}

Action: Archive your entire current drive and start clean.

Don't spend hours sorting old files. You'll quit halfway through and nothing will change.

Instead:

First, inside your 3-Archive folder, create a new folder called "Archive-2025-01-17" (or today's date).

Second, select EVERYTHING currently in your drive, every single file and folder.

Third, drag it all into that Archive-[Date] folder.

Fourth, confirm your drive is now empty except for your 3 core folders.

You just archived years of files in 60 seconds. You haven't lost anything - you can still search the archive folder anytime.

Action: Build filing into your existing daily and weekly routines.

The system only works if you maintain it. Here's the minimal habit:

Daily shutdown (2 minutes): During your end-of-day routine, ensure all shared docs that hit your drive got filed properly.

Weekly review: Verify your Projects folder still reflects what you're actually working on. Archive completed projects.

That's it.

Here's what you learned today:

Download my Setup Checklist here to walk through this step-by-step in the next 15 minutes.

Your future self (and your family waiting for you at dinner) will thank you.

Interested in having your system featured? Learn more here: